Workforce & compliance system for a security company
An internal web system for a manned-guarding company: officer records, licence and vetting compliance, sites, rotas, timesheets, invoicing with VAT, subcontractor accounts in both directions, and the company’s ISO 9001 quality records — in one place, with expiries flagged before they become a problem on site.
What it covers
- Officers: profiles, SIA licences, BS 7858 vetting, right to work and training certificates, each with an expiry the system watches.
- Sites and rota: who is where, when, with working-time flags raised from the rota itself.
- Timesheets: pre-filled from the rota, plus printable paper sign-in sheets per site for venues where a tablet isn’t practical.
- Invoices: numbered, drafted and issued with VAT, with company and bank details printed on them.
- Weekly summary: shifts, hours and pay by site and by officer.
Subcontracting, which is how the industry actually works
Security firms routinely staff each other’s contracts. This company supplies officers to venues other firms have won, and uses other firms’ officers on its own sites. Most off-the-shelf tools model one direction at best.
ISO 9001 inside the system
The company holds ISO 9001. Its quality manual, procedures, live registers, records, corrective-action forms and external audit evidence were rebuilt into a structured upload pack and given a home in the system, alongside the operational data the auditor actually samples.
Access
- Internal only — four administrator logins and no officer, site or client access, by design.
- Two-step login on the master account, which is the one that can add and remove everyone else.
- An audit log of changes, and its own isolated database rather than sharing one with any other system.
- A tenders area is scaffolded and marked as coming soon, rather than shipped half-built.